Report Writing 70307 Report Writing 1 Winners have

Report Writing 7/03/07 Report Writing 1

Winners have dreams; Losers have schemes. Winners see the grains; Losers see the pain. Winners see the potential; Losers see the past. Winners make it happen; Losers let it happen. Winners see possibilities; Losers see problems. Winners makes commitments; Losers makes promises. Winners are a part of the team; Losers are apart from the team. Winner always has a programme; Loser always has an excuse. Winner says "Let me do it for you"; Loser says "That is not my job". Winners say "I must do something"; Losers say "Something must be done". Winner is always a part of the answer; Loser is always a part of the problem. Winner sees an answer for every problem; Loser sees a problem for every answer. Winners believe in win/win; Loser believe for them to win, someone has to lose. Winner says "It may be difficult but it is possible"; Loser says "It may be possible but it is too difficult". Winner makes a mistake. he says "I was wrong"; Loser makes a mistake, he says "It wasn't my fault". 7/03/07 Report Writing 2

What is a report? A report is a piece of factual writing, based on evidence, containing organized information on a particular topic. 7/03/07 Report Writing 3

Why write a report ? Objectives… Monitor and control operations Implement policies and procedures Obtain new business or funding Document client work Guide decisions 7/03/07 Report Writing 4

Different purposes of reports: To present a record of accomplished work- Project Report To record an experiment- primary research report/ laboratory report To record research findings or technical specs of a product- Product report To document schedules, time tables and mile stones- Report on long-term plan 7/03/07 Report Writing 5

Contd. . Annual report Recommendatory report Committee report etc. . 7/03/07 Report Writing 6

Characteristics of a report Precision-clearly reflecting your purpose Factual details Relevance Reader-orientation-every fact mentioned should have bearing on the central purpose Objectivity of recommendations-impartial and objective Simple and unambiguous language- it is a document of practical utility Clarity Brevity Grammatical accuracy Special format Illustrations Homogeneity Documentation…including sources of information 7/03/07 Report Writing 7

Types of Reports Informative Reports focusing on new information. Ex: Growth of Company X in the automobile industry. Analytical reports Investigative reports assessing information in order to propose a course of action. Comprises of: Problem statement, evolving criteria, suggesting alternatives and evaluation, finally recommendations based on conclusions 7/03/07 Report Writing 8

Inductive vs deductive reports Example: Inductive approach…. from known to unknown The automobile sector in India seems to have made a tremendous headway in the last ten years. Company X has produced three models of cars. However, with the entry of new players in the market, the company is facing a stiff competition. There is also a slump in the market with excessive production and insufficient demand. The current study analyzes the growth prospects of company X vis-à-vis its competitors. The study focuses attention on the following three questions: 1. Who are the competitors? 2. Will company X be able to face stiff competition from other companies? 3. What are the prospects of growth? 7/03/07 Report Writing The report attempts to analyze…. 9

Patterns of reports Example: Deductive approach…. . from unknown to known The automobile sector in India seems to have made a tremendous headway in the last ten years. Company X has produced three models of cars. However, with the entry of new players in the market, the company is facing a stiff competition. There is also a slump in the market with excessive production and insufficient demand. The current study analyzes the growth prospects of company X vis-àvis its competitors. 1. Company X is facing severe competition from companies Y and Z 2. Unless and until Company X brings down its price to match that of its competitors, it will not be able to corner a substantial market share, It is recommended that an additional feature such as power steering be introduced as and extra facility or a reasonable reduction in price be carried out. Further, it is recommended that company X target students pursuing professional courses, with a lowered price and basic strip down model, so that it appeals to their taste and fits their budget. The conclusions arrived at and recommendations made are based on the following 7/03/07 Report Writing 10 study. Five sample automobile companies were taken…

Audience Experts/ executives/ non-specialists While addressing non-specialists: Add information readers need to be able to understand your document. Omit information your readers do not need. Add examples to help readers understand. Change the level of your examples Use more or different graphics Add cross references to important information 7/03/07 Report Writing 11

Structure of the report Parameters to decide on the elements of structure: Usefulness Terms of reference Existing practice 7/03/07 Report Writing 12

Elements of structure of a report Cover Title Page Certificate Acknowledgeme nts Table of contents List of 7/03/07 Report Writing illustrations Prefatory parts 13

Main text Introduction Discussion Conclusions Recommendations 7/03/07 Report Writing 14

Supplementary Parts Appendix/ Appendices References/ Bibliography Glossary 7/03/07 Report Writing 15

Optional elements Letter of transmittal Frontispiece Footnotes & Endnotes Tables/ graphs/ flowcharts/ pie charts Copyright notice Preface Summary Index 7/03/07 Report Writing 16

Format of this Report Title page Table of contents Introduction Projects Undertaken Hardware and software Training and work experience Conclusion Credits 7/03/07 Report Writing 17

Title page Bioinformatics and its role in agriculture Sudha Gopinath Report on project work with ICRISAT 18

Table of contents 1. Introduction p. 1 2. Projects undertaken p. 2 3. Project Title p. 3 i) ii) Hardware Software 4. Training 5. Relevance of work p. 5 experience to studies 6. Conclusion p. 6 p. 4 19

Introduction All about the company you are discussing: its profile Performance Size Market share Client base 20

Projects Undertaken The projects you undertook for the company And any related responsibilities you shouldered 21

Of hardware and software Elaborate on the details of hardware and software used in each project 22

Training and work experience Specify any formal training you underwent, on the job training, mentoring, etc Relate your work experience with your studies, your future study plans 23

Conclusion Summarise the report 24

Give credit where it’s due Bibliography: R. Ramnathan, Referencing Guide (Ed. ). (1996). (4 th rev. ed. ), Department of Business Management, Madras University Report: Mc. Culloch, L. P. , Cook, H. T. and Wright, W. R. (1969). Corporate Culture Today, Washington, D. C, United States Department of Corporate Affairs 25

Sequence of references: Books Journals/ Articles Publications Workshops/Conferences 7/03/07 Report Writing 26

Tips Always identify the nature of report you are writing Furnish each section of report on separate page Remember to proofread 27

Editing and Proofreading 7/03/07 Report Writing 28

Before handing in your report: 4 Go through the document and check for spellings, grammar, layout and other mistakes 4 Double-check the names, addresses, designations of people mentioned in the paper 4 Allow a friend to proofread it 29

Blunders ! At your connivance, I can be reached at the above number. Next, break the eggs into two bowels. Do not hiss the mistory lecture Untied Insurance would be delighted to… 2 sisters reunited after 18 years in a bakery Proofreading exercise 7/03/07 Report Writing 30

Humor time A scene from Call Center in China. . . Caller: : Hello, can I speak to Annie Wan ? Operator: : Yes, you can speak to me. Caller: : No, I want to speak to Annie Wan ! Operator: : Yes I understand you want to speak to anyone. You can speak to me. Who is this? Caller: : I'm Sam Wan. And I need to talk to Annie Wan! It's urgent. Operator: : I know you are someoneand you want to talk to anyone ! But what's this urgent matter about? Caller: : Well. . . just tell my sister Annie Wanthat our brother Noe Wan was involved in an accident. Noe Wan got injured and now Noe Wan is being sent to the hospital. Right now Avery Wan is on his way to the hospital. Operator: : Look, if no one was injured and no one was sent to the hospital, then the accident isn't an urgent matter! You may find this hilarious but I don't have time for this! Caller: : You are so rude! Who are you? Operator: : I'm Saw Ree. Caller: : Yes! You should be sorry. Now give me your name!! Operator: : That's what I said. I'm Saw Ree. . Caller: : O h. . . God!!! ! 7/03/07 Report Writing 31

Other business documents Fax Memos Circulars Sales letters Newsletters Testimonials 7/03/07 Report Writing 32

Fax 7/03/07 Overcomes time-zone barriers When a hard copy is required in an emergency Is inexpensive Same characteristics of a written message Only lacks the privacy of a letter Handwritten, printed and wordprocessed. Report Writing messages, maps, diagrams 33 and photos can be faxed

Memos Written communication within the organization They inform of decisions/actions, to request decisions/actions, to remind someone of action which is required Requisites: Date, To, From, Dept, Subject, Response/recommendations Format: Introduce, detail, response/recommendations and close 7/03/07 Report Writing 34

Exercise Write a memo to your staff reminding them to take the questionnaire on their performance appraisal and submit it by the month end. Bring out the urgency in your memo. 7/03/07 Report Writing 35

Circulars Sent out to many people simultaneously Announcements : restructuring/special offers, Information : policy matters, Introducing : product lines/new schemes 7/03/07 Report Writing a circular: be brief, 36

Sales letters Aim to sell the product/service Must : – Arouse interest – Sound convincing – Create a desire – Encourage action 7/03/07 Report Writing 37

Newsletters Address staff/customer at regular specified intervals (monthly/quarterly) Contents: new policies, updates on products, births/marraiges/deaths, promotions, sports, social news and employee contributions Writing: Factual, Reported speech, Snappy style, Human interest, logical 7/03/07 Report Writing 38

Exercise You have been made editor of the office newsletter. Give it an imaginative name and compose the front page of the newsletter with information that you think should be included. Hint: Your newsletter can resemble the homepage of a company 7/03/07 Report Writing 39

Testimonials 7/03/07 Written by employers for staff applying for jobs Structure: Addressee “To whom it may concern” Position and Duration of employment Duties performed Employees working attitude, personal qualities Report Writing 40 One line recommendation

Internal assignment Fax: Send a fax to your suppliers Hari & Company asking them to send a consignment urgently to your Singapore branch. Sales letter: Write a convincing Sales letter to a company urging them to buy your innovative software product. 7/03/07 Report Writing 41

Assignment Testimonial: As GM of R&D write out a testimonial for a a Software developer of your department who is leaving the company for better prospects. Report: Write a report titled ‘Online education in India’ 7/03/07 Report Writing 42

The End 7/03/07 Report Writing 43